WVU CLASSIFIED EMPLOYEE HANDBOOK · This handbook supersedes all previous classified employee...

WVU

CLASSIFIEDEMPLOYEEHANDBOOK

Effective Date: December 29, 2017

NOTICE: The WVU Classif ied Employee Handbook is an on-line, informational tool that is subject to

change at any time. If you are review ing a printed copy of this document, please visit the WVU Talent

and Culture w eb page at https://employeerelations.hr.wvu.edu/wvu-handbooks to ensure that you have

the most recent version of this document.

Effective Date: TBD

TABLE OF CONTENTS

President’s Letter 2

Important Notices 3

Introduction 5

Laws, Rules, Policies, & Procedures

8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28

Classification & Compensation

33

Employee Relations

37

Leadership & Organization Development

39

End of Employment

40

WVU Staff Council

42

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PRESIDENT’S LETTER

Dear Colleagues:

Everyone working at West Virginia University helps cultivate a learning environment like none

other. The vitality of this institution is engaging — and empowering.

Each day I see staff demonstrating our true Mountaineer spirit. From mentoring students to

caring for our facilities, you dedicate yourselves to fulfilling the University’s mission.

Together we are developing creative solutions

and innovations to move the state forward and position West Virginia University as a leader among land-grant institutions during this transitional time within higher education.

You are the University’s heart and soul. And because of your diligence

and hard work, I know we will continue providing the quality teaching, research, and outreach West Virginia very much needs and deserves.

Thank you for all you do to make West Virginia University one of the finest

universities in the country.

Sincerely,

E. Gordon Gee President, West Virginia University

https://employeerelations.hr.wvu.edu/wvu-handbooks

http://www.hr.wvu.edu/

http://www.wvu.edu






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TABLE OF CONTENTS


Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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DISCLAIMER

Talent and Culture has prepared this handbook as an informational tool

for classified employees. This handbook does not create any rights or

benefits. This handbook is not a contract, nor is it an invitation to contract.

This handbook supersedes all previous classified employee handbooks.

The rights or benefits of classified employees of the West Virginia

University Board of Governors are governed by federal and state law, as

well as West Virginia University rules, policies and procedures. West

Virginia University rules, policies and procedures, some of which are

discussed in this handbook, are subject to change at any time. In the

event that a conflict occurs regarding the information contained in this

handbook, federal and state law, as well as West Virginia University

rules, policies and procedures are controlling.

Classified employees who have questions or concerns regarding the

information contained in this handbook are encouraged to contact

Employee Relations at (304) 293-5700 ext. 5 or at

[email protected] for further assistance.

EQUAL EMPLOYMENT OPPORTUNITY AND

AFFIRMATIVE ACTION

WVU is an EEO/ Affirmative Action Employer. Underrepresented class

members are encouraged to apply. This includes: minorities, females,

individuals with disabilities and veterans. For more information, please

review WVU BOG Talent and Culture Rule 3.2 – Affirmative Action and

Equal Employment Opportunity, the web page for the Office of Equal

Opportunity and Affirmative Action, or contact Talent Strategy at (304)

293-4473 or at [email protected].

NON-DISCRIMINATION STATEMENT, TITLE IX

AND OFFICE OF EQUITY ASSURANCE

West Virginia University is committed to fostering a diverse and inclusive

culture by promoting diversity, inclusion, equality, and intercultural and

intercommunity outreach.

The University does not discriminate on the basis of race, color, national

origin, ancestry, age, physical or mental disability, marital or family status,

pregnancy, veteran status, service in the uniformed services (as defined



http://www.wvu.edu

mailto:[email protected]

https://policies.wvu.edu/finalized-bog-rules/bog-talent-and-culture-3-2-affirmative-action-and-equal-employment-opportunity

https://policies.wvu.edu/finalized-bog-rules/bog-talent-and-culture-3-2-affirmative-action-and-equal-employment-opportunity

https://employmentservices.hr.wvu.edu/oeoaa

https://employmentservices.hr.wvu.edu/oeoaa







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TABLE OF CONTENTS


Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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in state and federal law), religion, creed, sex, sexual orientation, genetic

information, gender identity, or gender expression in the administration

of any of its educational programs, activities, or with respect to admission

or employment.

For more information please review WVU BOG Governance Rule 1.6 -

Discrimination, Harassment, Sexual Harassment, Sexual Misconduct,

Stalking, Retaliation, and Relationships or the web page for Title IX and

Office of Equity Assurance. To file a complaint, please review the Equity

Assurance Complaint Form or contact the Equity Assurance Office at

(304) 293-5600 or [email protected].

DEFINITIONS

The definitions for many of the words used throughout this handbook can

be found in WVU BOG Talent and Culture Rule 3.1 - Administration and

Employment Practices. The definitions are a key piece of information

that you will need when determining whether or not your classified

position is eligible for the various benefits or privileges outlined in this

handbook. Please note that other qualifying conditions may also apply.

COPYRIGHT

Copyright © 2017 by West Virginia University. All rights reserved.



http://www.wvu.edu

https://policies.wvu.edu/finalized-bog-rules/bog-governance-rule-1-6-rule



https://titleix.wvu.edu/home


https://titleix.wvu.edu/submit-a-complaint



https://policies.wvu.edu/finalized-bog-rules/bog-talent-and-culture-rule-3-1-administration-and-employment-practices







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TABLE OF CONTENTS


Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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ABOUT THIS HANDBOOK

Talent and Culture developed this handbook as an informational tool for

classified employees. While the handbook can be printed, it is most

useful and up to date when it is used as an on-line, interactive document.

If you decide to print a copy of this handbook, please return to the on-line

version of the handbook to ensure that you have the latest version before

you rely on any of the information in your printed copy.

As you review the handbook, you will notice that some of the font is blue.

Anything in this handbook that is in blue font is actually an active link to

another section of the handbook; a web page with more information on

that specific topic; or an e-mail link that will put you in direct contact with

someone who can provide more information.

Please contact Employee Relations at (304) 293-5700 ext. 5 or at

[email protected] if you have any trouble with the links

in this handbook.

YOUR ROLE AS A WVU CLASSIFIED EMPLOYEE

As a representative of a highly respected educational institution, you

have a significant role in public relations. In some instances, you will be

the only contact that people will have with your department or WVU. It is

important that you serve the public, other WVU employees, and students

with courtesy and responsiveness, that the information you provide is

accurate, and that you demonstrate the highest standards of integrity and

honesty. Every interaction with people--whether in person, on the phone,

or by mail or e-mail--is an opportunity to create a positive impression,

provide effective service, and foster good public relations.

Your primary and most important responsibility is to do a good job on the

tasks that you are assigned. Listen carefully to your supervisor's

instructions and promptly carry them out to the best of your ability. Ask

questions as necessary and offer constructive suggestions. Your

supervisor is interested in your ideas and appreciative of your initiative

and efforts to do a good job.



http://www.wvu.edu







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TABLE OF CONTENTS


Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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MISSION, VISION, AND VALUES

The tasks and responsibilities assigned to you by your supervisor are the

individual steps of a collective effort to implement a larger strategy. To

ensure that your efforts support this larger strategy, you should review

the following information.

Mission

As a land-grant institution, the faculty, staff and students at West

Virginia University commit to creating a diverse and inclusive culture

that advances education, healthcare and prosperity for all by

providing access and opportunity; by advancing high-impact

research; and by leading transformation in West Virginia and the

world through local, state and global engagement.

Vision

As One West Virginia University, we are purposeful in our studies and

our work so that we can partner with our communities — both near

and far — to bring needed and valued solutions to real-life problems

within the pillars of education, healthcare and prosperity.

Values

Service

We seek opportunities to serve others and are committed to

providing the highest quality of service.

Curiosity

We ask questions, seek new opportunities and change through

innovation.

Respect

We are respectful, transparent and inclusive with each other.

Accountability

We perform at our very best every day to create a University that is

responsive, efficient and effective.

Appreciation

We support and value each other’s contributions as we build a

community that is One WVU.



http://www.wvu.edu






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TABLE OF CONTENTS


Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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GOVERNANCE AND ADMINISTRATION

The West Virginia University Board of Governors (the "Board") was

created by the West Virginia Legislature as the governing body of the

West Virginia University system, including West Virginia University, West

Virginia University Potomac State College, and West Virginia University

Institute of Technology (collectively the "University"). The Board has the

mission of general supervision and control over the academic and

business affairs of the University.

University Governance

WVU Board of Governors (WVU-BOG)

WV Higher Education Policy Commission

Faculty Senate

Staff Council

Student Government Association

University Administration

WVU President’s Office

WVU Academic Provost

WVU General Counsel

WVU Health Sciences

WVU Institute of Technology

WVU Potomac State College

WVU Research

WVU Strategic Initiatives

WVU Student Life

WVU University Relations

ADDITIONAL INFORMATION ABOUT WVU

If you would like further information about the University, we encourage

you to visit the About WVU web page.



http://www.wvu.edu

http://bog.wvu.edu/

http://www.wvhepc.edu/

https://facultysenate.wvu.edu/

https://staffcouncil.wvu.edu/

https://sga.wvu.edu/

http://presidentgee.wvu.edu/

https://provost.wvu.edu/

https://generalcounsel.wvu.edu/

http://www.hsc.wvu.edu/

https://www.wvutech.edu/

http://www.potomacstatecollege.edu/

https://research.wvu.edu/

https://strategicinitiatives.wvu.edu/

https://studentlife.wvu.edu/

https://universityrelations.wvu.edu/

http://about.wvu.edu/






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Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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As a classified employee, you are also considered a public employee of

the State of West Virginia, and public employment is often highly

regulated. The following links will take you to the key laws, rules, policies,

and procedures that cover your employment at WVU.

WV Constitution

WV Code (State Law)

WV Code of State Rules (State Regulations)

WV Higher Education Policy Commission (HEPC)

WVU Board of Governors Rules

WVU Division of Diversity, Equity & Inclusion

WVU Environmental Health & Safety Policies, Procedures &

Programs

WVU Faculty Policies and Procedures

WVU Information Technology Services Policies and Procedures

WVU Internal Audit Policies and Procedures

WVU Office of Sponsored Programs Policies &

Regulations/Guidelines

WVU Strategic Initiatives Policies

WVU Talent and Culture Policies, Procedures, Guidelines &

Information

WVU Transportation & Parking Rules and Regulations

WVU University Relations Policies & Guidelines for Websites



http://www.wvu.edu

http://www.legis.state.wv.us/WVCODE/WV_CON.cfm

http://www.legis.state.wv.us/WVCODE/Code.cfm

http://www.sos.wv.gov/administrative-law/Pages/Rules.aspx

http://www.wvhepc.com/resources/rules-and-policies/

http://www.wvhepc.com/resources/rules-and-policies/

http://bog.wvu.edu/policies

http://diversity.wvu.edu/equity-assurance/policies

https://www.ehs.wvu.edu/hsc/general-safety/polices-procedures-programs

https://www.ehs.wvu.edu/hsc/general-safety/polices-procedures-programs

https://faculty.wvu.edu/policies-and-procedures

https://it.wvu.edu/policies-and-procedures/it-policies-and-procedures/all-policies-and-procedures

https://internalaudit.wvu.edu/governance/policies-and-procedures

http://osp.research.wvu.edu/policies/wvu-wvurc-policies

http://osp.research.wvu.edu/policies/wvu-wvurc-policies

https://strategicinitiatives.wvu.edu/policies

https://employeerelations.hr.wvu.edu/wvu-policies-procedures/hr-policies-procedures-guidelines-information

https://employeerelations.hr.wvu.edu/wvu-policies-procedures/hr-policies-procedures-guidelines-information

http://transportation.wvu.edu/files/d/565045aa-58de-47b5-8ee7-d45b408d37b7/1472043725.pdf

https://universityrelations.wvu.edu/digital-services/policies-and-guidelines






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TABLE OF CONTENTS


Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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www.hr.wvu.edu

TRANSFER AND PROMOTION OPPORTUNITIES

If you are interested in applying for a transfer or a promotion

opportunity, please review the information on the Talent Strategy web

page or contact Talent Strategy at (304) 239-5700 ext. 1 or at

[email protected].

To view current job postings please click the WVU Jobs button.

If you are currently serving an initial or extended probationary period, you

will need written authorization from your supervisor before you will be

permitted to apply for transfer or promotional opportunities within the

University.

When accepting a transfer/promotion at WVU, you will be expected to

provide your current supervisor with a minimum two (2) weeks notice. A

shorter notice may be provided if authorized by your current supervisor.

EMPLOYMENT OF RELATIVES

You should be aware that a supervisory employee may neither initiate

nor participate in institutional decisions involving a direct benefit to an

immediate family member. Such decisions include, but are not limited to:

hiring, retention, transfer, promotion, appointment to an interim or acting

position, salary, and leave requests.

For more information, including the definition of “family member,” please

review WVU-HRAP 1.2 – Employment of Relatives. If you have any

questions or concerns, please contact Talent Strategy at (304) 293-5700

ext. 1 or at [email protected].

ORIENTATION

During the first days of your employment the orientation process will

begin. Your supervisor should provide you with an introduction to rules,

policies, procedures, programs, performance standards, and conduct

expectations. In addition, keep in mind that your supervisor is your best

source for specific information, and that you should go to him/her if you

have any questions, problems or concerns.

For more information, please review the New Employees web page or

contact Talent and Culture at (304) 293-5700.



http://www.wvu.edu

https://employmentservices.hr.wvu.edu/home


https://employeerelations.hr.wvu.edu/files/d/077788d2-0a79-433e-94fa-8f49e0ce2945/employement-of-relatives.pdf


https://www.hr.wvu.edu/new-employees

http://employmentservices.hr.wvu.edu/wvu_jobs






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TABLE OF CONTENTS


Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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PROBATIONARY PERIOD

Each classified employee hired by the University shall serve an initial

probationary period of six (6) months. At the end of the probationary

period, the classified employee’s supervisor shall provide a written

evaluation to the classified employee based on the performance

standards or goals established by the supervisor for the position. The

supervisor shall meet with the Classified Employee and explain the

contents of the evaluation and whether the Classified Employee is being

offered regular employment.

Your probationary period may be extended to a maximum of twelve (12)

months at the discretion of your supervisor, working with Employee

Relations.

During the initial or extended probationary period, you will need written

authorization from your supervisor before you will be permitted to apply

for transfer or promotional opportunities within the University.

A classified employee may be separated from employment during the

initial or extended probationary period if he/she fails to meet established

position expectations, as outlined in University policy.

For additional information regarding the probationary period please

review WVU-HRAP 4.2 – Probationary Period or contact Employee

Relations at (304) 293-5700 ext. 5 or [email protected].

UNIVERSITY BUSINESS HOURS

The official business hours of the WVU Morgantown Campus are 8:15

AM to 4:45 PM, Monday through Friday, unless otherwise noted. The

business hours relate to the time period when University administrative

offices are open to meet daily operational needs.

However, WVU operates on a 24/7 schedule to meet the needs of our

students and other customers. Therefore, your supervisor will establish

your standard work schedule based on the duties and responsibilities of

your position, and the operational needs of the University. For more

information on the methods used to establish work schedules, please see

WVU BOG Talent and Culture Rule 3.1 – Administration and Employment

Practices.

Please note that divisional campuses and other off-campus location may

have slightly different business hours than the WVU Morgantown

Campus.



http://www.wvu.edu

https://employeerelations.hr.wvu.edu/files/d/d6281dfd-fd16-44b0-b347-f4483c9c15c2/probationary-period.pdf









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TABLE OF CONTENTS


Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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STANDARD WORKWEEK & WORK HOURS

The standard workweek is a regularly recurring period of one hundred

sixty-eight (168) hours in the form of seven (7) consecutive twenty-four

(24) hour periods. It beings at 12:01 AM on Sunday and ends at 12:00 AM

(midnight) the following Saturday.

The standard number of work hours for a 1.0 FTE, classified employee is

37.50 hours per standard workweek. The standard number of work hours

will be prorated for less than 1.0 FTE positions.

FLEXIBLE WORK ARRANGEMENTS

Providing flexible work arrangements can improve customer service by

either extending the length of business hours or by matching business

hours to the needs of customers. In addition, providing the opportunity to

have such flexibility can improve employee morale and provide an

important non-monetary benefit to employees.

Your supervisor and your respective dean/director may permit a flexible

work arrangement, depending upon operational needs. For more

information, please visit the Flexible Work Arrangement Information web

page or contact Employee Relations at (304) 293-5700 ext. 5 or at

[email protected].

MEAL BREAKS & REST PERIODS

During the course of a workday of six (6) or more hours, your supervisor

is required to allow you to take at least a twenty (20) minute meal break.

This provision shall be required in all situations where you are not

afforded necessary breaks and/or permitted to eat lunch while working.

If you are a non-exempt employee you may be granted a rest period not

to exceed ten (10) minutes during each half-shift of work. Rest periods

are granted at the discretion of your supervisor. You may be required to

work through your rest period, due to operational needs. Since a rest

period is compensable time, you will not receive additional compensation

if you are required to work through your rest period.

If you have questions regarding meal breaks or rest periods, please

contact Classification & Compensation Administration at (304) 293-5700




http://www.wvu.edu

https://employeerelations.hr.wvu.edu/flexible-work-arrangement-information








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TABLE OF CONTENTS


Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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www.hr.wvu.edu

TRANSPORTATION & PARKING

For information regarding employee transportation and parking please

visit the WVU Transportation & Parking web page. This web page will

provide you with information regarding employee parking, alternative

transportation options, and other WVU transportation services. You may

also contact the Department of Transportation & Parking at (304) 293-

5502 or at [email protected].

MOUNTAINEER CARD SERVICES

Your Mountaineer Card is more than just your photo identification – it is

your key to the campus. For more information, please visit the

Mountaineer Card Services web page.

LOGIN

Login is the system that provides every employee a unique set of

credentials for access to various University systems. If you forget your

password, you can reset it yourself on the site.

MYACCESS

MyAccess is a one-stop employee application portal for WVU employees.

Here, you will find announcements about important upcoming dates,

deadlines, and events, as well as links to may WVU systems and

applications. From this site you can access:

Your own employee records via MyHR, including pay statements

and W2s.

Your own leave and your employees’ leave through the WVU

Leave Request System,

The WVU Timeclock for recording your start and stop time at work

via MyTime,

Your own Timecard and your employees’ Timecards via MyTime,

WVU’s online shopping site, Mountaineer Marketplace,

The MAP Applications Suite for financial data,

…and more!



http://www.wvu.edu

https://transportation.wvu.edu/


http://wvucard.wvu.edu/

https://login.wvu.edu/self-service/dist/index.html#/

http://myaccess.wvu.edu/






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TABLE OF CONTENTS


Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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ACCESS TO CENTRAL PERSONNEL FILES

You may review your central personnel file in Talent and Culture Monday

through Friday, 8:15 AM to 4:30 PM. You will need to make an appointment

with the Records unit and a photo ID will be required in order to access

your file. The Records unit will need at least twenty-four (24) hours

advance notice to pull your file. While the Records unit will make every

attempt to schedule your appointment as soon as possible, other factors

(e.g. previously scheduled appointments with other employees) may

extend that time frame.

More details can be found in WVU-HRAP-1.1 Access to Central

Personnel Files. For additional information, please visit the Records

Management web page, or call (304) 293-4473 and ask for the Records

unit.

RELIGIOUS ACCOMMODATION

WVU recognizes that some employees may observe religious holidays

that are not included in the list of University recognized holidays.

Reasonable time off may be granted by your supervisor, if requested and

approved in advance. However, please note that operational needs or

hardships will be considered when your supervisor determines whether

or not to grant your request.

Additional information, including how to account for your time off from

work, can be reviewed in WVU-HR-38 Religious Accommodation Policy.

You may also contact Employee Relations at (304) 293-5700 ext. 5 or at

[email protected].



http://www.wvu.edu

https://employeerelations.hr.wvu.edu/files/d/6e5a7daa-c910-4f64-921d-52abf7edfb90/access-to-central-personnel-files.pdf

https://employeerelations.hr.wvu.edu/files/d/6e5a7daa-c910-4f64-921d-52abf7edfb90/access-to-central-personnel-files.pdf

http://employmentservices.hr.wvu.edu/programs-and-initiatives/records-management

http://employmentservices.hr.wvu.edu/programs-and-initiatives/records-management

https://www.hr.wvu.edu/policies/wvu-hr-38-religious-accommodation-policy







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TABLE OF CONTENTS


Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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www.hr.wvu.edu

PAYROLL & EMPLOYEE PROCESSING SERVICES

Payroll & Employee Processing Services is a unit under the Division of

Finance. You can find detailed information regarding all of their

services at the Payroll & Employee Processing web page, or you may

contact them directly as follows:

Payroll and Employee Processing Services

One Waterfront Place

3rd Floor

P.O. Box 6005

Morgantown, WV 26506

Payroll: (304) 293-3379, ext. 1; [email protected]

EPS: (304) 293-3379, ext. 2; [email protected]

I-9 FORM

Federal regulations require that all U.S. employers complete and retain a

Federal I-9 Form for each individual hired, including citizens and non-

citizens of the United States, prior to beginning employment. The

employee must complete a Federal I-9 Form through WVU Employee

Processing Services (EPS) prior to or on the first day of employment.

Failure to comply with this policy could result in fines, penalties, or other

disciplinary actions against the hiring department and/or its supervisor or

hiring official.

West Virginia University is an E-verify employer. E-Verify is an Internet-

based system that compares information from an employee's Form I-9,

Employment Eligibility Verification, to data from U.S. Department of

Homeland Security and Social Security Administration records to confirm

employment eligibility. (For more information, please visit

www.uscis.gov.)

PAY CHECKS

WVU pays employees on a bi-weekly basis. Employees will be paid every

other Friday. Paydays falling on a WV State holiday that coincides with a

recognized banking holiday will be paid the prior business day. Also, all

employees are paid in arrears (e.g. one (1) pay cycle behind the actual

work period.)



http://www.wvu.edu

http://payroll.wvu.edu/



http://www.uscis.gov/






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8

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Employee Processing

14

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Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

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DIRECT DEPOSIT

As a service to employees, WVU requires direct deposit into your

checking or savings account. You can change your direct deposit

information as often as you desire to do so, but you should not close out

any existing bank accounts until the first transaction has occurred

showing the change. Visit the Payroll and Employee Processing Services

Forms web page to access the direct deposit form.

PAY STATEMENTS

Payroll statements and other payroll information can be found online

through the MyAccess employee portal.

MYTIME

MyTime is the University’s time management system. It is composed of

both web-based time clocks, as well as traditional card-swipe time clocks.

MyTime can be accessed on the internet by going to the MyAccess web

page. There are three (3) separate parts to the MyTime system:

1. Web-Based Clocks & Card-Swipe Clocks (Non-Exempts)

2. Timecards (Non-Exempts)

3. Leave Requests (Exempts & Non-Exempts)

These three (3) parts work together in order to ensure that you are paid

correctly and that your leave benefits, if applicable, are easy to view and

use. If you have questions or concerns regarding MyTime, please speak

to your supervisor or your Expert Business Office.

EMPLOYMENT VERIFICATIONS

Employment verifications are handled by the Payroll unit. Responses to

verifications are restricted to the release of your name, employment dates,

and job titles. Additional information, including salary data may be

released with your written authorization or a valid court order. For more

information please contact the Payroll unit at (304) 293-3379 ext. 1 or at

[email protected].



http://www.wvu.edu

https://payroll.wvu.edu/new-employees-payroll-forms

https://payroll.wvu.edu/new-employees-payroll-forms









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Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

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NEW EMPLOYEE BENEFITS SESSIONS AND

REMOTE PROCESSING

Benefits Sessions and Remote Processing Packets are designed to

educate those newly eligible for WVU benefits about the University’s

numerous benefit options and make enrolling in them as convenient and

easy as possible. For more information, please visit the New Employee

Benefits Sessions and Remote Processing web page.

If you have questions about processing remotely, or to schedule an in-

depth Benefits Session please contact Benefits Administration at (304)

293-5700 ext. 4 or [email protected].

BENEFITS OPEN ENROLLMENT

Open Enrollment is an annual process that affords you the opportunity to

review your benefits, enroll in benefit plans or make changes to your

existing coverage. Open Enrollment is conducted in the spring of each

year.

INSURANCE PLANS

West Virginia University provides an extremely competitive benefits

package to its benefits-eligible employees. The benefits, programs, and

services offered are a sizable amount of an employee’s overall

compensation and important factors in encouraging a healthy work-life

balance at WVU. Please visit the Insurance Plans web page for more

information, or contact Benefits Administration at (304) 293-5700 ext. 4

or at [email protected].

RETIREMENT

WVU strives to provide employees with as many options as possible to

maximize their retirement savings opportunities. To build even higher

income for their retirement years, employees can make additional

contributions to the Supplemental Retirement Plans. An employee’s

employment at WVU is covered by Social Security, so Social Security

benefits also may be part of your retirement income. Retiree health

insurance is also available to those who meet the minimum retirement

eligibility guidelines. For more information, please visit the Retirement

web page or you can contact Benefits Administration at (304) 293-5700




http://www.wvu.edu

https://benefits.hr.wvu.edu/new-employee-benefits-sessions-and-remote-processing

https://benefits.hr.wvu.edu/new-employee-benefits-sessions-and-remote-processing


https://benefits.hr.wvu.edu/insurance-plans


https://benefits.hr.wvu.edu/retirement-plans/retirement-faq

https://benefits.hr.wvu.edu/retirement-plans/retirement-faq

http://benefits.hr.wvu.edu/retirement-plans







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8

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Employee Processing

14

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Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

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WVU RETIREES ASSOCIATION

The WVU Retirees Association focuses on providing opportunities for

the membership to remain involved with the University community and

with other retirees through activities such as programs, interest groups,

travel, volunteerism, health and financial seminars, and cultural and

social events. For more information, please visit the WVU Retirees

Association web page.

BENEFITS FOR OTHER QUALIFIED ADULTS

In order to continue to recruit and retain high quality faculty and staff,

West Virginia University is joining many of our higher education

colleagues by expanding family-friendly benefit options to employees.

Benefits-eligible employees now have the opportunity to extend some

WVU-administered benefits to other qualified adults (OQAs) and children

in your household. For more information, please visit the Benefits for

Other Qualified Adults web page or you can contact Benefits

Administration at (304) 293-5700 ext. 4 or at [email protected].

CARE@WORK

WVU has partnered with Care.com, a national organization of caregivers,

to bring employees and members of the WVU Retirees Association

Care@Work memberships at no cost. Eligible employees will have

access to care for every member of their family, no matter where they are

nationwide, simply by signing up with their official WVU e-mail address.

For more information, visit the Benefits Administration web page for

Care.com.

PROGRAMS, SERVICES, AND DISCOUNTS

WVU is proud to offer programs, services, and discounts that benefit

employees, their families and the community. Eligibility may vary by

program, service and discount.

WVU does not guarantee the quality of goods or services provided by

participating vendors.

For more information, please visit the Programs, Services, and Discounts

web page.



http://www.wvu.edu

https://retirees.wvu.edu/


http://benefits.hr.wvu.edu/benefits-for-other-qualified-adults

http://benefits.hr.wvu.edu/benefits-for-other-qualified-adults


https://benefits.hr.wvu.edu/programs-services-and-discounts/care-com

https://benefits.hr.wvu.edu/programs-services-and-discounts






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Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

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Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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EMPLOYEE LEAVE

Below, you will find basic information on employee leave. WVU BOG

Talent and Culture Rule 3.5 – Employee Leave is the authority regarding

the types of leave listed below. You may also contact Benefits

Administration at (304) 293-5700 ext. 4 or at [email protected] for

more information.

To request leave, all leave eligible employees are required to use the

WVU Leave Request System, which is located in the MyAccess

employee portal.

Eligibility for Annual Leave & Sick Leave

A classified employee in a position established to work on a regular

and continuing basis for at least 1,040 hours over a minimum of nine

(9) consecutive months within a twelve (12) month period is eligible

to earn annual and sick leave.

A classified employee in a position established to work less than

1,040 hours, or less than a minimum of nine (9) consecutive months

within a twelve (12) month period is not eligible to earn annual or sick

leave.

Annual Leave

Classified employees in eligible positions established to work twelve

(12) months, at 1.00 FTE are eligible to accrue annual leave as

follows:

Classified employees in eligible positions established to work less

than twelve (12) months, and/or less than 1.00 FTE shall accrue

annual leave on a pro-rated basis.

Use of annual leave must be approved in advance by your supervisor,

and it cannot be used before it has been accrued and credited to your

leave balance.

Years of Service Hours Accrued

Per Month

Days Accrued

Per Month

Maximum Days Accrued

Per Year

Less than 5 9.375 1.25 15.00

5 to less than 10 11.250 1.50 18.00

10 to less than 15 13.125 1.75 21.00

15 or more 15.00 2.00 24.00



http://www.wvu.edu

https://policies.wvu.edu/finalized-bog-rules/bog-talent-and-culture-3-5-employee-leave









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Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

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Standards 28


33

Employee Relations

37


39

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WVU Staff Council

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Sick Leave

Classified employees in eligible positions established to work twelve

(12) months, at 1.00 FTE are eligible to accrue sick leave as follows:

Classified employees in eligible positions established to work less

than twelve (12) months, and/or less than 1.00 FTE shall accrue sick

leave on a pro-rated basis.

Sick leave cannot be used before it has been accrued and credited to

your leave balance.

Funeral Leave

If you are an employee eligible to earn sick leave, you may be able to

charge up to five (5) days of sick leave as funeral leave. Funeral leave

is intended to provide you with time to arrange for and attend the

funeral and related services of an immediate family member, including

travel time. Additional time necessary to meet the obligations outlined

above shall be charged to annual leave.

Funeral leave is not provided for estate legal obligations and/or an

extended bereavement period. Annual leave may be requested for

these purposes.

Personal Leave of Absence without Pay

An employee, upon application in writing and upon written approval

by the President or his/her designee, may be granted a continuous

leave of absence without pay for a period of time not to exceed twelve

(12) consecutive months, provided all accrued annual leave has been

exhausted.

Special Emergency Leave with Pay

Special emergency leave with pay may be granted by the president

of the institution or his/her designee to full-time employees in the

event of extreme misfortune to the employee or the immediate family.

The leave should be the minimum necessary, and in no case may it

exceed five (5) days within any twelve (12) consecutive month period.

Typical events which may qualify an employee for such leave are fire,

flood, or other events (other than personal illness or injury, serious

Hours Accrued Per Month

Days Accrued Per Month

Maximum Days Accrued Per Year

11.25 1.50 18.00



http://www.wvu.edu






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illness or death in the immediate family) of a nature requiring

emergency attention by the employee.

MILITARY LEAVE

Military Leave

An employee who is a member of the National Guard or any reserve

component of the armed forces of the United States shall be entitled

to and shall receive a leave of absence without loss of pay, status, or

efficiency rating, for all days in which engaged in drills or parades,

field service or active service to the State ordered by proper authority,

or for field training or active service for the maximum period as

provided by state and/or federal law.

The term "without loss of pay" shall mean that the employee shall

continue to receive normal salary or compensation, notwithstanding

the fact that such employee may receive other compensation from

federal sources during the same period. Furthermore, such leave of

absence shall be considered as time worked in computing seniority,

eligibility for salary increases, credit for years of service, and

experience with the institution. An employee shall be required to

submit an order or statement from the appropriate military officer in

support of the request for such military leave unless military necessity

prevents giving of such notice.

For additional information regarding military leave please review WVU

BOG Talent and Culture Rule 3.5 – Employee Leave and WVU-HR-

29 – Military Leave Policy or contact Employee Relations at (304)

293-5700 ext. 5 or [email protected].

Military Family Leave Entitlements

Eligible employees with a spouse, son, daughter, or parent on active

duty or called to active duty status in the National Guard or Reserves

in support of a contingency operation may use their twelve (12) weeks

of Family Medical Leave Act (FMLA) entitlement to address certain

qualifying exigencies. Qualifying exigencies may include attending

certain military events, arranging for alternative childcare, addressing

certain financial and legal arrangements, attending certain counseling

sessions, and attending post-deployment reintegration briefings.



http://www.wvu.edu



http://www.hr.wvu.edu/policies/wvu-hr-29-military-leave-policy

http://www.hr.wvu.edu/policies/wvu-hr-29-military-leave-policy







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24

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37


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FMLA also includes a special leave entitlement that permits eligible

employees to take up to twenty-six (26) weeks of leave to care for a

covered service member during a single twelve (12) month period. A

covered service member is a current member of the Armed Forces,

including a member of the National Guard or Reserves, who has a

serious injury or illness incurred in the line of duty on active duty that

may render the service member medically unfit to perform his or her

duties for which the service member is undergoing medical treatment,

recuperation, or therapy; or is in outpatient status; or is on the

temporary disability retired list.

If you have questions or concerns regarding military family leave

entitlements please review WVU-HRAP 2.1 – Family Medical Leave

Act (FMLA) or contact Employee Relations at (304) 293-5700 ext. 5

or [email protected].

WORK RELEASE

In addition to various types of leave, the University also offers a number

of work release programs. Specific details regarding eligibility for each

program can be found in the WVU-HR Work Release Procedure. Here

is a list of the various work release programs:

Employee Education

Blood Product Donation

Disaster Services

Grievance

Attendance at the WV State Legislature

Jury Duty/Witness

Interviewing

Training Workshops

New Employee Benefits Session

Participation on University Committees

Faculty & Staff Assistance Program (FSAP)

If you have questions regarding one of the work release programs, please

contact Employee Relations at (304) 293-5700 ext.5 or at

[email protected].



http://www.wvu.edu

http://hr.sandbox.wvu.edu/files/d/44e976bb-8a5e-4da3-8dea-a0cb2bad40ad/1398437397.pdf



https://employeerelations.hr.wvu.edu/files/d/66a30937-ebbe-4894-9afc-3cf28247264c/work-release.pdf







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8

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Medical Management

24

Workplace

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33

Employee Relations

37


39

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HOLIDAYS

WVU BOG Talent and Culture Rule 3.6 – Holidays outlines the process

used to determine the University’s holiday schedule. Generally, the

number of full holidays is twelve (12), plus additional days for any election

day (primary or general) held throughout the State. For additional

information, please review the following resources:

Employee Holiday Schedule

Guidelines for Handling and Processing Compensation for Working

on a Holiday

INCLEMENT WEATHER & EMERGENCY CLOSURE

For full-time regular, classified employees work time lost during a

declared inclement weather/emergency closure period will be considered

regular work time for pay purposes and will not require time be charged

to leave, nor will there be a requirement that the time be made up. The

following resources provide additional information regarding inclement

weather/emergency closures:

WVU BOG Talent and Culture Rule 3.5 – Employee Leave

WVU Pay Practices for Inclement Weather/Emergency Closures

FACILITY/UTILITY DISRUPTIONS

When extended facility/utility disruptions occur, your supervisor may

make arrangements for you to work at alternate work locations or on

different schedules in order to continue operations. You may also be

temporarily reassigned to work in different units until normal operations

can resume.

If it is determined that options for alternate work sites, schedules, or units

are not available, you may be released from work duties and required to

charge accumulated annual or compensatory/substitute leave for the

duration of the facility/utility disruption. You will be required to report back

to work as scheduled upon notification of reassignment or reopening of

the facility/building.

For more information, please review WVU BOG Talent and Culture Rule

3.5 – Employee Leave and WVU-HR-13 – Facility/Utility Disruption Policy

or you can contact Employee Relations at (304) 293-5700 ext. 5 or at

[email protected].



http://www.wvu.edu

https://policies.wvu.edu/finalized-bog-rules/bog-talent-and-culture-3-6-holidays

http://benefits.hr.wvu.edu/holiday-schedule

http://classcomp.hr.wvu.edu/files/d/52879461-b6ea-41b8-9aef-fec99daf6a25/holiday-compensation.pdf



https://classcomp.hr.wvu.edu/files/d/1a39da38-87f4-4174-b40e-91470e3164c6/pay-practices-for-inclement-weather-emergency-closures-final-2-25-16.pdf



http://www.hr.wvu.edu/policies/wvu-hr-13-facility-utility-disruption-policy







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Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

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Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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EMPLOYEE WELLNESS

Talent and Culture is committed to supporting your wellness efforts by

making it easier for you to learn about and use the resources available to

you. For more information, please visit the Employee Wellness web page

or e-mail [email protected].

UNEMPLOYMENT COMPENSATION

Unemployment Compensation serves as wage replacement for

employees if they experience a job loss. All employees have the right to

file a claim for Unemployment Compensation benefits. They should apply

for these benefits, or file a claim, at the local unemployment office as

soon as they become unemployed. Usually individuals file during the first

calendar week after losing a job. Weekly benefits are not paid

retroactively (i.e. the sooner one files a claim, the sooner one may

become eligible for benefits). Once the claim has been filed, it will be sent

by the unemployment office to WVU Medical Management to complete

the required WVU employment information.

YEARS OF SERVICE

There are a number of ways to calculate your years of service, and each

calculation can have a different methodology. For more information

regarding the various methods for calculating your years of service,

please visit the Years of Service web page. You may also contact

Benefits Administration at (304) 293-5700 ext. 4 or at

[email protected].

AUTHORIZATION FOR RELEASE OF EMPLOYEE

BENEFITS INFORMATION

Authorization for Release of Employee Benefits Information allows

employees to designate who can discuss their benefits related

information with the Benefits Administration staff. Employees can

designate multiple people to discuss all their benefits related information

or only specific areas.

For more information, please visit the Authorization for Release of

Employee Benefits Information web page. You may also contact Benefits




http://www.wvu.edu

http://employeewellness.hr.wvu.edu/


https://uc.workforcewv.org/Contact.aspx

https://benefits.hr.wvu.edu/years-of-service


http://benefits.hr.wvu.edu/release-of-information

http://benefits.hr.wvu.edu/release-of-information







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8

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Employee Processing

14

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24

Workplace

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Employee Relations

37


39

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Below, you will find basic information regarding various medical

management topics. For more information please follow the links

provided, or contact Medical Management at (304) 293-5700 ext. 8 or at

[email protected].

MEDICAL LEAVE

There are several federal and state laws that may overlap and run

concurrently with WVU medical leave policies. The Medical Management

unit understands that medical leaves of absence can be a confusing

process and will strive to make the process as seamless as possible.

If you are absent from work due to a medical reason for more than five

(5) consecutive days, you are required to provide a completed Medical

Verification Form to the Medical Management unit. For more information,

please visit the Medical Leave web page or contact Medical Management

at (304) 293-5700 ext. 8 or at [email protected].

FAMILY MEDICAL LEAVE ACT (FMLA)

The Family and Medical Leave Act (FMLA) provides qualified employees

with up to twelve (12) weeks of unpaid, job-protected leave per year. At

WVU, FMLA may be paid or unpaid, contingent upon available leave

accruals.

You may use FMLA for the following reasons:

for the birth and care of a newborn child;

for placement of a child for adoption or foster care;

to care for an immediate family member (spouse, child, or parent)

with a serious health condition; or

to take medical leave when you are unable to work because of a

serious health condition.

You will be eligible for FMLA if you have worked at WVU for at least

twelve (12) months and at least 1,250 hours over the past twelve (12)

months. For additional information on FMLA, or to review the specific

information on FMLA for military families, please review WVU-HRAP 2.1

– Family Medical Leave Act (FMLA).



http://www.wvu.edu


https://medicalmanagement.hr.wvu.edu/forms

https://medicalmanagement.hr.wvu.edu/forms

http://medicalmanagement.hr.wvu.edu/medical-leave









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14

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37


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For questions or concerns regarding FMLA, please contact Medical

Management at (304) 293-5700 ext. 8 or at

[email protected].

PARENTAL LEAVE

In order to meet eligibility requirements for Parental Leave, you must

have been hired for permanent employment and worked at least twelve

(12) consecutive weeks. Parental Leave provides qualified employees up

to twelve (12) weeks of unpaid family leave during a twelve (12) month

period following exhaustion of all their annual leave.

Parental Leave may be used for the following reasons:

birth of a son or daughter;

placement of a son or daughter for adoption; or

to provide care of a son, daughter, spouse, parent or dependent

(any person who is living with or dependent upon the income of an

employee, whether related by blood or not) who has a serious

health condition.

For additional information, please visit the Parental Leave web page or

contact Medical Management at (304) 293-5700 ext. 8 or at

[email protected].

CATASTROPHIC LEAVE

The WVU Catastrophic Leave Program allows eligible employees who

are approved for a medical leave and have exhausted all of their own

available sick leave, annual leave and other paid time off, the opportunity

to apply for participation to receive donations from WVU qualified

employees. Once approved, this program makes it possible for an

employee to continue receiving pay, if sufficient donations are received.

For additional information, please visit the Catastrophic Leave web page

or contact Medical Management at (304) 293-5700 ext. 8 or at

[email protected].

MEDICAL SURVEILLANCE PROGRAM

The Medical Surveillance Program is designed to complement the

continual efforts to provide a safe and healthy environment for WVU

employees, and to ensure that employees appointed to specific positions

and responsibilities receive appropriate medical examinations and



http://www.wvu.edu


http://medicalmanagement.hr.wvu.edu/parental-leave


http://medicalmanagement.hr.wvu.edu/catastrophic-leave







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exposure surveillance. For more information, please visit the Medical

Surveillance web page or contact Environmental Health and Safety at

(304) 293-3792 or at [email protected].

DRUG TESTING FOR FTA & FMCSA COVERED

EMPLOYEES

West Virginia University complies with the U.S. Department of

Transportation requirements relative to drug and alcohol testing for safety

sensitive personnel as defined by the Federal Motor Carriers Safety

Administration (FMCSA) and Federal Transit Administration (FTA).

For more information, please review WVU BOG Talent and Culture

Rule 3.4 – Drug and Alcohol Testing for FTA and FMCSA Covered

Positions, the DOT Drug and Alcohol Testing web page, or feel free to

contact Medical Management at (304) 293-5700 ext. 8 or at

[email protected].

AMERICANS WITH DISABILITIES ACT (ADA)

COMPLIANCE

Employee and visitor inquiries regarding ADA compliance or concerns

should be referred to Ms. Jill Hess, ADA Coordinator, Diversity, Equity

and Inclusion. Location, West Virginia University, 1085 Van Voorhis

Road, Suite 250 PO Box 6561, Morgantown, WV 26506-6561, Phone:

304-293-5600, e-mail: [email protected].

The ADA Coordinator facilities employment accommodations at West

Virginia University. The University follows the guidelines of the Americans

with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973,

GINA, and current case law. This process is designed to assure that

reasonable accommodations are provided as required by law. For more

information, please review the ADA Compliance web page.

WORKERS’ COMPENSATION

Brickstreet Mutual Insurance Company manages Workers’

Compensation Insurance for West Virginia University. If you sustain job

related injuries you may be covered by Workers’ Compensation

Insurance for wage and/or health care needs. Timely and efficient

completion of claims is necessary in order for WVU to assist qualified

employees with receipt of their entitled Workers’ Compensation benefits.



http://www.wvu.edu

https://www.ehs.wvu.edu/health/medical-surveillance

https://www.ehs.wvu.edu/health/medical-surveillance


http://www.dot.gov/index.html

http://www.dot.gov/index.html

https://policies.wvu.edu/finalized-bog-rules/bog-talent-and-culture-3-4-drug-and-alcohol-testing-for-fta-and-fmsca-covered-positions



http://medicalmanagement.hr.wvu.edu/dot



https://diversity.wvu.edu/equity-assurance/ada-compliance






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For additional information and requirements, please review the Workers’

Compensation web page or contact Medical Management at (304) 293-

5700 ext. 8 or at [email protected].

MODIFIED RETURN TO WORK PROGRAM

If you are able to return to work following a medical leave, but are unable

to perform your full job duties due to your medical condition, you may be

considered for the Modified Return to Work Program. This program is

designed to allow employees the ability to transition to their full job duties,

therefore, job modification are made on a temporary basis.

For more information, please review the Modified Return to Work

Program web page, or feel free to contact Medical Management at (304)

293-5700 ext. 8 or at [email protected].

FACULTY & STAFF ASSISTANCE PROGRAM (FSAP)

The WVU Faculty and Staff Assistance Program is a free service offered

to employees and their dependents. FSAP is a confidential resource that

provides professional staff and a safe place to sort through problems and

determine the best resources available to address them. Please visit the

Faculty and Staff Assistance Program web page or contact FSAP directly

at (304) 293-5590.



http://www.wvu.edu

http://medicalmanagement.hr.wvu.edu/workers-compensation

http://medicalmanagement.hr.wvu.edu/workers-compensation


http://medicalmanagement.hr.wvu.edu/modified-return-to-work

http://medicalmanagement.hr.wvu.edu/modified-return-to-work


http://www.hsc.wvu.edu/fsap/






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Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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DISCRIMINATION, HARASSMENT, SEXUAL

HARASSMENT, SEXUAL MISCONDUCT,

DOMESTIC MISCONDUCT, STALKING,

RETALIATION, AND RELATIONSHIPS

West Virginia University is committed to fostering a diverse and inclusive

culture by promoting diversity, inclusion, equality, and intercultural and

intercommunity outreach.

The University does not discriminate on the basis of race, color, national

origin, ancestry, age, physical or mental disability, marital or family status,

pregnancy, veteran status, service in the uniformed services (as defined

in state and federal law), religion, creed, sex, sexual orientation, genetic

information, gender identity, or gender expression in the administration

of any of its educational programs, activities, or with respect to admission

or employment.

For more information, please review WVU BOG Governance Rule 1.6 -

Discrimination, Harassment, Sexual Harassment, Sexual Misconduct,

Stalking, Retaliation, and Relationships or the web page for Title IX and

Office of Equity Assurance. Any employee who violates this rule shall be

subject to appropriate disciplinary action, including suspension,

termination, or other disciplinary action as may be appropriate.

To file a complaint, please review the Equity Assurance Complaint Form

or contact the Equity Assurance Office at (304) 293-5600 or

[email protected].

WORKPLACE VIOLENCE

West Virginia University is committed to preventing workplace violence

and maintaining a safe work environment. In order to provide a safe and

healthful work environment for its employees, customers, students and

visitors the University expects employees to follow rules of conduct that

will protect the interests and safety of all employees and the University.

The rules of conduct are outlined in the Workplace Violence Procedure.

In emergency situations the University Police should be contacted at

(304) 293-COPS (2677).



http://www.wvu.edu








https://employeerelations.hr.wvu.edu/files/d/f8cae204-b21a-4ecc-a593-b5bec8e076b0/workplace-violence.pdf






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Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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If you have questions or concerns regarding workplace violence that are

not an emergency situation, please contact Employee Relations at (304)


DRUG-FREE SCHOOLS & COMMUNITIES

West Virginia University is concerned with the well-being of its employees

in all aspects of University life. The abuse of alcohol and the use of illegal

drugs by members of the University community are incompatible with the

goals of an academic institution.

Drug abuse and alcohol abuse on campus hinder the learning process,

jeopardizing the University’s mission to educate students and prepare

them for responsible participation in society. With a combination of

education and counseling, students, as well as employees, can become

aware of the consequences of drug and alcohol abuse to themselves and

to the University.

As directed by federal law, the Drug-Free Schools and Communities Act

Booklet explains West Virginia University’s drug and alcohol prevention

policies for students and employees. The unlawful possession, use, or

distribution of alcohol and illegal drugs on campus and at University

functions is prohibited.

If you have questions, please contact Employee Relations at (304) 293-


ALCOHOLIC BEVERAGES ON CAMPUSES

The University has established guidelines relating to the possession or

sale of beer, wine or other alcoholic beverages on West Virginia

University campuses. For more information please review WVU-BOG

Policy 18 – Alcoholic Beverages on the Campuses.

TOBACCO FREE CAMPUS

The use of tobacco products, in any form, by a member of the University

community located on or visiting the WVU campus is prohibited. Please

review WVU BOG Policy 57 – Tobacco Free Campus. Violation of this

policy by employees may subject them to disciplinary action, up to and

including termination of employment.



http://www.wvu.edu


https://employeerelations.hr.wvu.edu/drug-free-schools-communities

https://employeerelations.hr.wvu.edu/drug-free-schools-communities


https://bog.wvu.edu/files/d/5edc24bf-4c30-4835-ab87-e61a64357ee8/bog-policy-18-final-version-revised-5-22-11-posted-on-bog-website.pdf

https://bog.wvu.edu/files/d/5edc24bf-4c30-4835-ab87-e61a64357ee8/bog-policy-18-final-version-revised-5-22-11-posted-on-bog-website.pdf

https://bog.wvu.edu/files/d/31e3c212-f666-4134-a0af-c5bdb31ee6b2/policy-57-amended-tobacco-free-final-clean-for-website-5-22-12.pdf






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Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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If you have questions regarding these prohibitions, please contact


[email protected].

ETHICS

The West Virginia Governmental Ethics Act declares certain activities by

public employees to be unlawful. As a WV public employee, you will be

held responsible for adhering to the requirements of the Ethics Act. For

more information, you should review the WV Ethics Commission web

page, as well as WVU-BOG Policy 17 - Ethics.

If you need advice regarding the Ethics Act, feel free to contact the Office

of General Counsel at (304) 293-5841 or at [email protected].

In addition to compliance with the WV Governmental Ethics Act, WVU

holds itself to the highest ethical standards. For this reason, the

University has joined with EthicsPoint to establish an anonymous system

for reporting possible violations of the University’s policies. You may file

an anonymous report with West Virginia University through the

EthicsLine web page or toll-free at 866-413-1955.

You are encouraged, whenever possible, to discuss concerns with your

supervisor or appropriate University personnel in such units as Internal

Audit, Talent and Culture, or the General Counsel’s Office. The

University will not take retaliatory actions against an employee who

makes good faith reports about potential misconduct.

AUTHORIZED ABSENCES

Notification of an absence, prior to your scheduled start time, is of the

utmost importance. If, for any reason, you are unable to report to work

as scheduled, you must notify your supervisor, or his/her designee. Your

supervisor will advise you on the proper departmental process for

reporting an absence. Failure to notify your supervisor, as directed, can

lead to disciplinary action up to and including termination of employment.

If you fail to properly report off from work for three (3) consecutive

days it may be considered gross misconduct and grounds for

termination.

For more information, please review WVU-HRAP 4.1 – Authorized

Absences. If you feel you need to speak to someone other than your

supervisor regarding the process for reporting absences, please contact



http://www.wvu.edu


http://www.ethics.wv.gov/Pages/default.aspx

https://bog.wvu.edu/files/d/4903eb09-8a2a-44e4-8001-79d6031ea812/policy17.pdf


https://secure.ethicspoint.com/domain/media/en/gui/14303/index.html

http://employeerelations.hr.wvu.edu/files/d/5f7a141e-6a1e-458f-bc43-a1e0e680f298/authorized-absences.pdf

http://employeerelations.hr.wvu.edu/files/d/5f7a141e-6a1e-458f-bc43-a1e0e680f298/authorized-absences.pdf






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Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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Employee Relations at (304) 293-5700 ext. 5 or

[email protected].

UNIVERSITY PROPERTY

University programs, personnel, time, titles and property; including

equipment, systems, vehicles, information, supplies, and office space;

are only to be used in conducting authorized business of the University.

Use of University property for personal gain, pleasure, or benefit is

prohibited.

Costs incurred by the University as the result of unauthorized or misuse

of University property; such as, but not limited to, rekeying and personal

phone calls; will be recovered from the responsible employee.

Unauthorized use, disclosure, alteration, or destruction of University

resources is subject to disciplinary action, up to and including termination

of employment and/or legal prosecution.

To be completely informed, you should review WVU-HR-56 – University

Property Policy. If you feel you need to speak to someone other than your

supervisor regarding University property, please contact Employee

Relations (304) 293-5700 ext. 5 or [email protected].

DRESS & GROOMING

Considering the various duties and responsibilities of all WVU

employees, it is impossible to create a universal dress and grooming

code. Generally, you are expected to be suitably attired and groomed

during working hours or when you are representing the interests of the

University. Your supervisor will advise you on the appropriate dress and

grooming requirements for your position.

If you feel you need to speak to someone other than your supervisor

regarding dress and grooming requirements, please contact Employee

Relations at (304) 293-5700 ext. 5 or [email protected].

SOLICITATION

Solicitation and the selling of products or articles on University property,

owned or leased, are prohibited; except, by organizations and groups

directly affiliated with and recognized by West Virginia University, and

authorized by written approval of the institution’s president/designee.



http://www.wvu.edu


http://www.hr.wvu.edu/policies/wvu-hr-56-university-property-policy

http://www.hr.wvu.edu/policies/wvu-hr-56-university-property-policy








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8

Employment 9

Payroll &

Employee Processing

14

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Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

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The WVU campus mail and e-mail system are services provided to

faculty, staff, and students for official University business only; it is not to

be used for personal gain, political, religious or special interest purposes.

Except to solicit participation in official University programs and activities,

no employee or other person shall solicit employee organizational

membership during scheduled work time, in work areas of the University,

when work tasks are to be performed. Employees who engage in the

solicitation of membership to employee organizations must do so on non-

work time and in non-work areas. For more information, please review

the WVU-HR-7-Concessions and Solicitations Policy.

If you have questions or concerns regarding solicitation, please contact


[email protected].



http://www.wvu.edu

https://www.hr.wvu.edu/policies/wvu-hr-7-concessions-and-solicitations-policy







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8

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37


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CLASSIFICATION & COMPENSATION

The Classification and Compensation Administration unit is responsible

for the administration of compensation programs for all non-faculty

employees at West Virginia University and all regional campuses. Key

responsibilities include:

Maintain a uniform system of classification at WVU main and

regional campuses.

Develop and maintain a competitive salary structure for classified

and non-classified positions.

Respond to inquiries and advise on applicable pay policies, laws,

and regulations that impact compensation.

Identify appropriate category for new positions.

Ensure new positions and organization changes are set up in

Oracle (MAP).

Monitor pay action requests for compliance with established pay

programs and applicable laws.

Provide consultation to clients on proactive pay strategies and

problem solving.

For more information, please review WVU BOG Talent and Culture

Rule 3.3 – Classification and Compensation or visit the Classification &

Compensation web page. You may also contact Classification &

Compensation Administration directly at (304) 293-5700 ext. 6 or at

[email protected].

INTERIM PROMOTIONS/TEMPORARY UPGRADES

If significant changes in the duties and responsibilities of your position

occur on a temporary basis, an interim promotion or temporary upgrade

may be requested by your supervisor. Such a temporary reassignment

shall normally be for no less than four (4) consecutive weeks and no more

than twelve (12) consecutive months. The specific forms used to process

interim assignments can be found on the Classification & Compensation

Forms web page.

If you have questions or concerns regarding interim

assignments/temporary upgrades, please contact Classification &

Compensation Administration at (304) 293-5700 ext. 6 or at classcomp-

[email protected].



http://www.wvu.edu

https://policies.wvu.edu/finalized-bog-rules/bog-talent-and-culture-3-3-classification-and-compensation


https://classcomp.hr.wvu.edu/

https://classcomp.hr.wvu.edu/


http://classcomp.hr.wvu.edu/forms-and-instructions

http://classcomp.hr.wvu.edu/forms-and-instructions








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8

Employment 9

Payroll &

Employee Processing

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Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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SECONDARY ASSIGNMENTS

Compensation for employees hired by other University appointing

authorities on a temporary or casual basis will be handled as outlined in

the Guidelines for Handling and Processing Compensation for

Secondary Assignments. If you have questions or concerns regarding

secondary assignments, please contact Classification & Compensation

Administration at (304) 293-5700 ext. 6 or at classcomp-

[email protected].

ANNUAL INCREMENT (LONGEVITY PAY)

Annual increment (also referred to as longevity pay) is an annual salary

supplement based on cumulative years of service as an eligible

employee with the State of West Virginia. Generally, if you have three

(3) or more years of eligible total service you will qualify for an annual

increment payment of $60.00 for each total year of eligible service. The

payment occurs annually during the month of July. Complete details

regarding eligibility and the method for calculating annual increment

years of service can be found in WVU BOG Talent and Culture Rule 3.7

– Annual Increment or you may also contact Benefits Administration at

(304) 293-5700 ext. 4 or at [email protected].

OVERTIME

Classified employees are either in exempt or non-exempt positions as

determined by the Fair Labor Standards Act (FLSA) criteria.

Exempt Employees do not receive overtime compensation.

Non-Exempt Employees are entitled to overtime compensation at

the rate of one and one-half (1½ ) times the actual hourly rate for all

actual hours worked in excess of forty (40) during one work week.

Overtime hours are scheduled at the discretion of your supervisor, using

operational need and seniority as the criteria for selection. You must

have your supervisor’s permission PRIOR to working overtime.

For more information, please visit the University’s FLSA informational

web page, or contact Classification & Compensation Administration at




http://www.wvu.edu

https://classcomp.hr.wvu.edu/files/d/c0937fbd-1e6c-4650-bf44-99213a4962ae/secondary-assignment-guidelines.pdf

https://classcomp.hr.wvu.edu/files/d/c0937fbd-1e6c-4650-bf44-99213a4962ae/secondary-assignment-guidelines.pdf



https://policies.wvu.edu/finalized-bog-rules/bog-talent-and-culture-3-7-annual-increment

https://policies.wvu.edu/finalized-bog-rules/bog-talent-and-culture-3-7-annual-increment


https://classcomp.hr.wvu.edu/fair-labor-standards-act-flsa







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Introduction 5


8

Employment 9

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Employee Processing

14

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Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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COMPENSATORY TIME-OFF (CTO)

In accordance with the Fair Labor Standards Act, West Virginia University

(WVU) may grant non-exempt employees compensatory time off (CTO)

in lieu of compensation for certain hours worked with prior supervisory

approval. Supervisors are not required to offer CTO in lieu of monetary

compensation; nor may a supervisor force an employee to take CTO in

lieu of monetary compensation. Compensatory time may be earned only

when the employee has worked 40 or more hours in the established

workweek. All hours from 0+ to 40 are to be paid at the employee’s hourly

rate, with no option for time off in lieu of monetary compensation. Only

those employees in fulltime regular and part-time regular positions are

eligible for CTO.

For more information, please visit the Compensatory Time-Off (CTO)

web page or contact Classification & Compensation Administration at


EMERGENCY CALL-IN

All regular, non-exempt employees who respond to a request for

emergency call-in shall be guaranteed a minimum of two and one-half

(2.5) hours of compensation, at the applicable rate of pay, for each

occasion in which the employee responds in an emergency call-in

situation, at the request of management.

For more details, please review WVU BOG Talent and Culture Rule 3.3

– Classification and Compensation. If you have questions, please

contact Classification & Compensation Administration at (304) 293-5700


HOLIDAY COMPENSATION

If you are required by your supervisor to work on a University holiday,

you may be eligible for premium compensation or substitute time off,

depending on certain criteria such as your FLSA exemption status. For

specific information, please review Guidelines for Handling and

Processing Compensation for Working on a Holiday.

You may also contact Classification & Compensation Administration at




http://www.wvu.edu

http://classcomp.hr.wvu.edu/compensatory-time-off-cto













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INCLEMENT WEATHER/EMERGENCY CLOSURE

COMPENSATION

If you are required by your supervisor to work during an inclement

weather or emergency closure, you may be eligible for premium

compensation or substitute time off, depending on certain criteria such

as your FLSA exemption status. For specific information, please review

the Pay Practices for Inclement Weather/Emergency Closure.

You may also contact Classification & Compensation Administration at




http://www.wvu.edu

https://classcomp.hr.wvu.edu/files/d/1a39da38-87f4-4174-b40e-91470e3164c6/pay-practices-for-inclement-weather-emergency-closures-final-2-25-16.pdf







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8

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Employee Processing

14

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24

Workplace

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33

Employee Relations

37


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REQUIRED POSTINGS

Various Federal and WV State laws require employers to post specific

notices regarding employee rights and privileges. WVU adheres to these

obligations by posting the required notices at various locations around

campus. For your convenience, we have also posted these notices on-

line at the Required Postings web page.

PERFORMANCE MANAGEMENT

The University seeks to foster a high performance culture.

Fundamentally, an effective performance management system is an

ongoing process that provides clear performance objectives, coaching,

feedback and recognition for outstanding work.

Strategic alignment of the workforce with our mission, vision, and values

is critical to the continued growth and success of the University.

Performance management will be used to ensure strategic alignment and

also support you as you work to achieve your fullest potential.

For more information, please review WVU BOG Talent and Culture Rule

3.8 – Performance Management and visit the Performance Review web

page, or feel free to contact Employee Relation at (304) 293-5700 ext. 5

or at [email protected].

DISCIPLINE

The purpose of disciplinary action is to correct, not punish. You are

expected to behave appropriately, to maintain standards of performance

and conduct as required by your position, and to comply with applicable

rules, policies, procedures, and laws. When this does not happen,

disciplinary action may be taken. The Employee Relations unit is

available to assist in this process, including working with you if you feel

that you have been disciplined unfairly.

For more information, please visit the Discipline web page, or contact


[email protected].

CONFLICT RESOLUTION RESOURCES/OPTIONS

Conflict is an inevitable and healthy component of relationships and

environments. Conflict may arise from factors internal or external to the



http://www.wvu.edu

http://employeerelations.hr.wvu.edu/required-postings

https://policies.wvu.edu/finalized-bog-rules/bog-talent-and-culture-3-8-performance-management

https://policies.wvu.edu/finalized-bog-rules/bog-talent-and-culture-3-8-performance-management

http://employeerelations.hr.wvu.edu/performance-review


http://employeerelations.hr.wvu.edu/discipline







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8

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24

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33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

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workplace. Fostering an atmosphere where conflict can be successfully

addressed and managed is key to a productive workplace. There are a

number of services and processes available at WVU to help you with

proactive conflict management.

For more information, please visit the Conflict Resolution

Resources/Options web page or contact Employee Relations at (304)


GRIEVANCE PROCESS

All classified employees, including those in probationary status, can file

a grievance. All grievances are processed under rules outlined in W, Va.

Code §6C-2 et seq. You must send a copy of your grievance form to the

following two (2) addresses:

WVU President’s Office

P.O. Box 6201, Stewart Hall

Morgantown, WV 26506-6201

AND

State Grievance Board

1596 Kanawha Boulevard, East

Charleston, WV 25311

For more information about this process, including grievance forms, go

to the West Virginia Public Employees Grievance Board or the WVU

Grievance Procedure websites. Employee Relations is also available to

answer your questions and they can be reached at (304) 293-5700 ext.

5 or at [email protected].

REDUCTION IN FORCE (RIF)

The University seeks to provide a positive and stable work environment.

However, conditions may arise that necessitate the elimination of

positions held by classified employees, otherwise known as a Reduction

in Force (RIF). For more information, please review WVU BOG Talent

and Culture Rule 3.9 – Reduction in Force.

If you have questions or concerns regarding reduction in force, please

contact Employee Relations at (304) 293-5700 ext. 5 or at

[email protected].



http://www.wvu.edu

http://employeerelations.hr.wvu.edu/conflict-resolution-resources-options

http://employeerelations.hr.wvu.edu/conflict-resolution-resources-options


http://www.pegb.wv.gov/Pages/default.aspx

http://grievanceprocedure.wvu.edu/

http://grievanceprocedure.wvu.edu/


https://policies.wvu.edu/finalized-bog-rules/bog-talent-and-culture-3-9-reduction-in-force

https://policies.wvu.edu/finalized-bog-rules/bog-talent-and-culture-3-9-reduction-in-force







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8

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Employee Processing

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Employee Relations

37


39

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West Virginia University is committed to the acquisition, retention, and

development of a first-class workforce. To that end, Leadership and

Organization Development offers targeted services to units, schools, and

departments throughout the University to engage employees in

professional development practices while creating a collaborative culture

to enhance OneWVU.

We are transforming our philosophy from a provider of traditional, “one

size fits all” classroom setting training options to providing specialized

programming and services to clients in a more impactful way-customized

to their needs, resources, and timeline.

Our goal is to help clients find solutions to their individual challenges and

identify opportunities for strengthening leadership, improving efficiencies,

and increasing employee engagement. Simply, we want to work with you

to be a catalyst for individual and organizational change.

If you would like to learn more, please visit the Leadership and

Organization Development web page, call us at (304) 293-5700 ext. 7 or

e-mail us at [email protected].



http://www.wvu.edu

https://lod.hr.wvu.edu/








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Employee Relations

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RESIGNATION

If you intend to resign from your position with a record in good standing

with the University, you must:

provide at least two (2) weeks advance written notice of your

resignation;

return all University property; and

settle any monetary or other obligations with the University.

You are expected to work through your two (2) week notice, unless

waived by your supervisor. If you do not leave the University with a

record in good standing, you may be ineligible for reemployment with the

University.

For more detail about resignations, please review WVU-HRAP 4.3 -

Resignation. If you have questions or concerns regarding the resignation

process, please contact Employee Relations at (304) 293-5700 ext.5 or

at [email protected].

EXIT INTERVIEWS

Classified employees who separate from the University will be contacted

and asked to participate in an on-line employee exit interview. The exit

interview is designed to ascertain data, suggestions, and

recommendations to help the University improve the workplace

environment. If you have any questions about the exit interview process,

please contact Employee Relations at (304) 293-5700 ext. 5 or at

[email protected].

FINAL WAGES & ANNUAL LEAVE PAYMENTS

Final Wages

If you have any questions regarding your final wages, please contact

Payroll at (304) 293-3379 ext. 1 or at [email protected].

Annual Leave Payments

If you have accrued and unused annual leave, you have the option to

have the value of the annual leave paid as a lump sum, or to remain on

University payroll in a terminal leave status until your accrued and unused

annual leave is exhausted. If you have any questions regarding your



http://www.wvu.edu

http://employeerelations.hr.wvu.edu/files/d/0854f733-90f8-4ec1-9f67-15dd5b98b879/resignation.pdf

http://employeerelations.hr.wvu.edu/files/d/0854f733-90f8-4ec1-9f67-15dd5b98b879/resignation.pdf









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TABLE OF CONTENTS


Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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accrued and unused annual leave, please contact Benefits


TERMINATION OF BENEFITS

At the end of your employment with the University, it is important that you

contact Benefits Administration to discuss how to handle your benefits,

including, but not limited to, any rights you may have to continue PEIA

health insurance coverage under the federal Consolidated Omnibus

Budget Reconciliation Act (COBRA).

For more information please contact Benefits Administration at (304) 293-




http://www.wvu.edu








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Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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The West Virginia University Staff Council was created to provide the

classified staff employees of West Virginia University a means of

conveying their concerns on employee-employer relations. This council

was formed with recognition that all matters at West Virginia University

are governed by state law, by the West Virginia Higher Education Policy

Commission, and West Virginia University policies and procedures.

During the month of April of each odd-numbered year, WVU holds an

election, at the direction of and in accordance with the procedures of the

Staff Council. Members are elected as follows:

1. Five (5) classified employees - administrative/managerial sector; 2. Five (5) classified employees - professional/non-teaching sector; 3. Five (5) classified employees - paraprofessional/technician

sector; 4. Five (5) classified employees - clerical/secretarial sector;

5. Five (5) classified employees – physical plant/maintenance/service sector; 6. One (1) classified employee - ACCE Representative; and

7. One (1) classified employee - Staff Council Chair.

During the election process, one (1) classified employee is also elected

to serve as the WVU-BOG classified staff representative.

For more information please visit the WVU Staff Council web page. In

addition please note the following contact information:

Staff Council Office

Room 1403, One Waterfront Place

P.O. Box 6850 Morgantown, WV 26506-6850 Phone: (304) 293-5965

E-mail: [email protected] Office Hours: Monday through Friday; 8:15 AM to 12:15 PM

Please visit the following web pages for more information regarding

divisional/regional staff councils:

WVU Potomac State College Classified Staff Council

WVU Institute of Technology Classified Staff Council



http://www.wvu.edu

http://staffcouncil.wvu.edu/


http://potomacstatecollege.edu/communities/faculty_and_staff/classified_staff.html

https://intraweb.wvutech.edu/classified_staff.php






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Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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If you would like to search for a word or a phrase within this handbook,

use your keyboard and hold down the following two keys: Ctrl + F.

A

About this Handbook – 5

About WVU – 7

Access to Central Personnel Files – 13

Alcoholic Beverages on Campus – 29

Americans with Disabilities Act (ADA) – 26

Annual Increment (Longevity Pay) – 34

Annual Leave – 18

Authorization for Release of Employee Benefits Information – 23

Authorized Absences - 30

B

Benefits – 15

Benefits for Other Qualified Adults – 17

Benefits Open Enrollment – 16

C

Care@Work - 17

Catastrophic Leave – 25

Classification & Compensation – 33

Compensatory Time-Off (CTO) – 35

Conflict Resolution Resources/Options – 37

Copyright – 4

D

Definitions - 4

Direct Deposit – 15

Discipline – 37

Disclaimer – 3

Discrimination – 28

Domestic Misconduct - 28

A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

In addition to the active links, page numbers are listed beside of each entry in the Index.



http://www.wvu.edu






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TABLE OF CONTENTS


Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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Dress & Grooming – 31

Drug Free Schools & Communities – 29

Drug Testing for FTA & FMCSA Covered Employees – 26

E

Eligibility for Annual Leave & Sick Leave – 18

Emergency Call-In – 35

Employee Leave – 18

Employee Relations – 37

Employee Wellness – 23

Employment – 9

Employment of Relatives - 9

Employment Verifications – 15

End of Employment – 40

Equal Employment Opportunity & Affirmative Action - 3

Ethics – 30

Exit Interviews – 40

F

Facility/Utility Disruption – 22

Faculty & Staff Assistance Program – 27

Family Medical Leave Act (FMLA) – 24

Final Wages & Annual Leave Payments – 40

Flexible Work Arrangements – 11

Funeral Leave – 19

G

Governance & Administration – 7

Grievance Process – 38

H

Harassment - 28

Holiday Compensation – 35

Holidays – 22

I

I-9 Form – 14

Important Notices – 3





http://www.wvu.edu






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TABLE OF CONTENTS


Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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Reference 48

www.hr.wvu.edu

Inclement Weather & Emergency Closure – 22

Inclement Weather & Emergency Closure Compensation – 36

Index – 43

Insurance Plans – 16

Interim Promotions/Temporary Upgrades – 33

Introduction – 5

J

K

L

Laws, Rules, Policies, & Procedures – 8

Leadership & Organization Development - 39

Leave, see Employee Leave – 18

Login – 12

Longevity Pay, see Annual Increment – 34

M

Meal Breaks & Rest Periods – 11 Medical Leaves of Absence – 25

Medical Management – 24

Medical Surveillance Program – 25

Military Family Leave Entitlements – 20

Military Leave – 20

Mission – 6

Modified Return to Work Program – 27

Mountaineer Card Services – 12

MyAccess - 12

MyTime – 15

N

New Employee Benefit Sessions & Remote Processing – 16 Non-Discrimination Statement, Title IX, & Office of Equity Assurance - 3

O

Orientation – 9

Overtime – 34





http://www.wvu.edu






Effective Date: TBD

TABLE OF CONTENTS


Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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P

Parental Leave – 25

Pay Checks – 14

Pay Statements – 15

Payroll & Employee Processing Services – 14

Performance Management – 37

Personal Leave of Absence without Pay – 19

President’s Letter – 2

Probationary Period – 10

Programs, Services, & Discounts - 17

Q

Quick References – 48

R

Reduction in Force (RIF) – 38 Relationships - 28

Religious Accommodations – 13 Required Postings – 37

Resignation – 42

Retaliation - 28

Retirement – 16

S

Search – 43 Secondary Assignments – 34

Sexual Harassment – 28

Sexual Misconduct - 28

Sick Leave - 19

Solicitation – 31

Special Emergency Leave with Pay – 19

Staff Council – 44

Stalking - 28

Standard Workweek & Work Hours – 11

T

Termination of Benefits – 41

Tobacco Free Campus – 29

Transfer and Promotion Opportunities – 9

Transportation & Parking – 12





http://www.wvu.edu






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TABLE OF CONTENTS


Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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Index 43

Quick

Reference 48

www.hr.wvu.edu

U

Unemployment Compensation – 23

University Business Hours – 10

University Property – 31

V

Vacation, see Annual Leave – 18

Values - 6

Vision – 6

W

Work Release – 21

Workers’ Compensation – 26

Workplace Standards – 28

Workplace Violence – 28

WVU Retiree Association - 17

WVU Staff Council – 42

X

Y

Years of Service – 23

Your Role as a WVU Classified Employee – 5

Z





http://www.wvu.edu






Effective Date: TBD

TABLE OF CONTENTS


Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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Quick

Reference 48

www.hr.wvu.edu

Below we have provided a listing of the phone numbers and webpages

most commonly accessed by classified employees. If you do not find

what you are looking for in this list, please visit the WVU A-Z Site Index

or the WVU On-line Directory Lookup.

911 (9-911 from main campus phones)

Administrative Units Shared Services Center;

Admissions; (304) 293-2121

Arts & Entertainment; (304) 293-SHOW

Athletics; 1-800-WVU-GAME

Benefits Administration; (304) 293-5700 ext. 4

Budget Planning; (304) 293-4008

Campus Maps

Campus Operator - (304) 293-0111

Classification & Compensation; (304) 293-5700 ext. 6

Corporate Relations; (304) 293-8334

Division of Diversity, Equity & Inclusion; (304) 293-5600

Emergency Information/WVU Alert; 1-800-988-0096

Employee Relations; (304) 293-5700 ext. 5

Environmental Health & Safety; (304) 293-3792

Ethics Line; 866-413-1955

Extension Service

Facilities & Services; (304) 293-7202

Faculty & Staff Assistance Program; (304) 293-5590

Finance; (304) 293-4008

Government Relations

Health Sciences Center

Health Sciences Center, Charleston Campus

Health Sciences Center, Eastern Campus

Health Sciences Center Safety Office; (304) 293-0952

Holiday Schedule

Information Technology Services (ITS); (304) 293-4444

Institutional Accounting, Reporting & Analysis; (304) 293-4008

Institutional Research; (304) 293-4245

Leadership & Organization Development; (304) 293-5700 ext. 7

Login

Medical Management; (304) 293-5700 ext. 8



http://www.wvu.edu

http://www.wvu.edu/SiteIndex/

http://directory.wvu.edu/

https://businessoffice.wvu.edu/

https://admissions.wvu.edu/

http://www.events.wvu.edu/

http://www.msnsportsnet.com/

http://benefitsadmin.hr.wvu.edu/home

https://budgetplanning.wvu.edu/

https://campusmap.wvu.edu/

http://classcomp.hr.wvu.edu/home

https://corporaterelations.wvu.edu/

http://diversity.wvu.edu/

http://emergency.wvu.edu/

http://employeerelations.hr.wvu.edu/home

http://ehs.wvu.edu/

https://secure.ethicspoint.com/domain/media/en/gui/14303/index.html

http://ext.wvu.edu/

https://facilitiesservices.wvu.edu/

http://www.hsc.wvu.edu/fsap/

https://financediv.wvu.edu/

https://governmentrelations.wvu.edu/

http://www.hsc.wvu.edu/

http://www.hsc.wvu.edu/charleston/

http://www.hsc.wvu.edu/eastern/

https://www.ehs.wvu.edu/hsc

http://benefits.hr.wvu.edu/holiday-schedule

https://it.wvu.edu/

https://iara.wvu.edu/home

https://planning.wvu.edu/institutional-research


https://login.wvu.edu/self-service/dist/index.html#/

http://medicalmanagement.hr.wvu.edu/home






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Important Notices 3

Introduction 5


8

Employment 9

Payroll &

Employee Processing

14

Benefits 16

Medical Management

24

Workplace

Standards 28


33

Employee Relations

37


39

End of Employment

40

WVU Staff Council

42

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Megabus

Mountain Line Transit (Free with WVU ID)

MyAccess

Office 365 Outlook Web App

Payroll & Employee Processing Services; (304) 293-3379

President’s Office; (304) 293-5531

Printing and Copier Services; (304) 293-6366

Procurement, Contracting & Payment Services; (304) 293-5711

PRT Status

Revenue Services; (304) 293-4002

Risk Management & Insurance; (304) 293-8441

Sponsored Projects & Property Administration; (304) 293-4002

Staff Council; (304) 293-5965

Strategic Initiatives; (304) 293-2545

Student Recreation Center; (304) 293-PLAY (7529)

Talent and Culture; (304) 293-5700

Talent Strategy; (304) 293-5700 ext. 1

Tax Services; (304) 293-3379 ext. 3

Title IX and Office of Equity Assurance; (304) 293-5600

Transportation & Parking; (304) 293-5502

Treasury Operations; (304) 293-4008

University Events; (304) 293-7132

University Libraries; (304) 293-4040

University Police – (304) 293-COPS (2677)

WVU Board of Governors

WVU Calendar

WVU Institute of Technology (Beckley Campus)

WVU Intranet

WVU Jobs; (304) 293-HIRE (4473)

WVU Organizational Charts

WVU Potomac State College (Keyser Campus)

WVU Retiree Association – (304) 293-3389

WVU Today

WVU Zimride

Zipcars



http://www.wvu.edu

http://us.megabus.com/default.aspx

http://www.busride.org/


http://it.wvu.edu/services/office365/outlook/webapp

http://payroll.wvu.edu/

https://presidentgee.wvu.edu/

http://it.wvu.edu/services/printing-and-copier-services

http://procurement.wvu.edu/procurement

http://transportation.wvu.edu/prt

https://revenueservices.wvu.edu/

https://riskmanagement.wvu.edu/home

https://financialservices.wvu.edu/

http://staffcouncil.wvu.edu/

https://strategicinitiatives.wvu.edu/home

http://studentreccenter.wvu.edu/


http://employmentservices.hr.wvu.edu/

http://taxservices.wvu.edu/


http://transportation.wvu.edu/

https://treasuryoperations.wvu.edu/home

http://universityevents.wvu.edu/

http://www.libraries.wvu.edu/

http://police.wvu.edu/

http://bog.wvu.edu/

http://cal.wvu.edu/CalendarNOW.aspx?fromdate=2/1/2012&todate=2/29/2012&display=Month&more=1/1/0001

http://www.wvutech.edu/

http://enews.wvu.edu/

http://employmentservices.hr.wvu.edu/wvu_jobs

https://strategicinitiatives.wvu.edu/organizational-charts

http://www.potomacstatecollege.edu/


http://wvutoday.wvu.edu/

http://transportation.wvu.edu/transportation/zimride

http://transportation.wvu.edu/transportation/zipcar

WVU CLASSIFIED EMPLOYEE HANDBOOK · This handbook supersedes all previous classified employee...

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Transcript of WVU CLASSIFIED EMPLOYEE HANDBOOK · This handbook supersedes all previous classified employee...